Travel Management - user manual

ABHIJEET GROUP

User Manual TravelManagement

This manual guides to settle the Trip and Trip Expenses which generated through R/3 and ESS Portal.

Moloy Choudhury & Yogesh Shende

6/1/2009

User Manual Travel Management

2009

39, Ambazari Layout, Nagpur 440010. Page 2

ContentsIntroduction ..................................................................................................................................................3

PART - 1 Creation of Trip and Travel Expense Report................................................................................4

Part - 2 Settlement Of Advance & Travel Expenses ....................................................................................8


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Introduction:-

This guide will give the Administrator (Travel) a general idea of SAP system. Herewith you will find the functioning of Travel Management in SAP R/3.

In Abhijeet Group Travel Request can be created directly from SAP R/3 system as well as from ESS MSS Portal.

If the request is created and approved through portal then travel administrator gets a notification through e-mail. After receiving the approval notification, administrator needs to perform the job through R/3 for settlement of employee advance and travel expenses.

For those employees, who are not eligible to use Abhisampark Portal their request can be created by other users (by changing the Personnel Number) or can be created through R/3 by Travel Administrator after receiving the approved request (manually on prescribed format).

Creation of Trip or Travel Expense Report has the same functional steps in R/3 and Portal.


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PART - 1 Creation of Trip and Travel Expense Report.

This is the SAP General Menu. Through the tree-structure you will have access to all the operations and the transactions you have been authorized to execute.

How to insert your password (or technical name) in the command field.

This field is situated at the top of the screen. In order to use the Quick Access, go to the SAP Start Menu. Otherwise, type /n before the name of the transaction. Example: Trip is the transaction code to access the SAP General Menu (although in this case all the menu options will not be expanded). From the SAP General Menu type Trip in the command field and press Intro to close all the branches of the Start Menu. If you wish to do the same action from any other screen, type /ntrip.

Command field

Working with SAP you may wish to access a specific transaction more often than others. To access it through the tree-structure might be tedious. With this field, you may introduce the transaction code and access it directly or enter the transaction code straight into your Favorites list.


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Trigger Enter button and the screen navigate the next step.

In this screen enter the Personnel Number and click button.

Next screen appears as Welcome to the travel Manager


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Next screen appears as Travel request Employee Name


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After entering the required fields we need to save the entries by clicking on save

button .Next screen appears as Travel Request Employee Name, with trip no


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Part - 2 Settlement Of Advance & Travel Expenses

As mentioned above follow the same steps to create the Travel Expenses Report.

Open the screen of Trip by using T code trip giving the personnel number.

Go to the trip generated and click the link Create Travel Expenses Report for particular tour.

By clicking the link it will navigate screen as fallows;


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After enter we get one notification,

Trigger button for proceed further. Now we are in the screen, Travel Expenses: Employee Name , and Trip No.


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When we save the same document it gives information on information bar.

After that trigger back button and follow the further procedure.


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Approval Of Travel Request and Travel Expenses Report :-

When travel request and travel expense report is generated from the system or portal it should be approved before settlement. In case approval done by Section Head or Department Head or Business Head, it is done through Portal but if the task is manually approved then Travel Administrator needs to do the approval on system using the Transaction Code PRAP.

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Trigger the screen navigate in next screen i.e. Travel Request Employee Name, Trip No.. Here we can approve the request;

After Approval of travel request or expenses report travel administrator need to post the document into FI . This is done by performing certain tasks in R/3 (SAP System).

A] i) Existence of Employee Vendor:- Before performing any activity Administrator needs to confirm the employee vendor exists in R/3 (SAP System) for the corresponding employee in corresponding company of Abhijeet Group. If employee vendor does not exists then it needs to be opened. This activity is carried by Corporate SAP IT Team. A request for opening employee vendor stating the Personnel Number, Requisite Company, Name and Address of the employee is sent to SAP HELP DESK.

ii) Check for employee personnel ID into vendor code: - This is a mandatory process to ensure that employee vendor contains the personnel number of employee. Use the transaction code FK03.


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Put the vender code and trigger Enter button, we get the next screen as Display Vendor


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Ensure Personnel No exists in Employee Vendor else send the request to SAP HELP DESK to attach the personnel no of employee into his employee vendor.

The Travel Administrator needs to check the status of Travel Request Advance in R/3 system before proceeding further. This is done by using the transaction code PR03.


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.

Here we have to give Personnel No. and trigger enter button. Then we get the trip data of that particular no. Just double click on trip no. we entered in a new


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screen


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For settlement of Trip Data use the Transaction Code PREC. This transaction is used to settle the advances only. No need to run the transaction if we are trying to settle the expenses.

Next screen appears as


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Go back for live run,


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Once the settlement of Advances is done, we need to create Posting Run, using the Transaction Code PRFI.

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Execute the same and we enter the next screen Create Posting Run


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Live Run: - Deselect Posting Run as Simulation for Live Run and execute


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After creation of posting run document we have to post this document to Accounts for release the advance or expenses amount.

Use T code PRRW Posting Run Management for posting to accounts.

Execute the same and we get the Posting Run Management document summery. Here we find the simulated as well as live posting run document. Select live posting run document trigger the

check button first then post button for posting the same document.


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And we get the massage


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Go back then we navigate to Posting Run Management screen we find the color of live run document is change, thats means the document was posted.

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Travel Management - user manual